Building Workflows

The orchestration editor lets you design multi-step workflows visually.

Triggers

Every orchestration starts with a trigger:

Simple Time Trigger

Schedule the orchestration to run at a specific date and time. This is useful for one-time campaigns or scheduled outreach.

Event-Based Trigger

Start the workflow when a specific event occurs:

• Contact created or updated
• Form submitted
• Tag added
• Deal stage changed

Manual Trigger

Start the workflow on demand from the UI or API.

Actions

Add actions as steps in your workflow:

Send Email

Use an email strategy to send a personalized email to the contact. Select the strategy and configure any needed overrides.

Make Voice Call

Trigger an outbound call using a voice campaign.

Send SMS

Send a text message using an SMS agent.

Task Agent

Run an AI task agent as a workflow step. The agent receives accumulated data from prior steps and can reference that data in its instructions using placeholder syntax:

{{ key_name }}

For example, if a Store Read step loaded accounts_receivable, or a prior task agent produced taskAgentResponse, you can write:

Here is the data to process:

{{ accounts_receivable }}

Previous analysis: {{ taskAgentResponse }}

When a task agent runs inside an orchestration, it also receives the update_orchestration_store tool automatically. This allows it to write structured results back to the orchestration store without requiring a separate Store Write step.

For Each

Iterate over an array from a prior step and run nested actions for each item. Configure the source key, an item variable name, and an iteration mode:

• Sequential — one at a time, waits for each to finish
• Batch — queue all at once
• Time-Delayed — stagger with a configurable delay between items

Drag steps into the for-each body on the canvas to define what runs per item. See Recurring Workflows for more detail.

Store Read / Store Write / Store Clear

Use these actions to interact with the orchestration's persistent data store. See Recurring Workflows for more detail.

Wait

Pause the workflow for a specified duration before proceeding to the next step.

Branching

Add conditional branches based on contact behavior or workflow context:

Email Branch

Branch based on whether the recipient:

• Opened the email
• Clicked a link in the email
• Did neither within a time window

Example: send an email, wait two days, then branch based on whether the message was opened.

Condition Branch

Branch based on contact properties, tags, or custom field values.

Workflow Examples

Follow-Up Sequence

1. Send introductory email
2. Wait 3 days
3. Branch: If email opened → Make follow-up call; If not → Resend email with new subject
4. Wait 2 days
5. Send SMS check-in

Event-Driven Nurture

1. Trigger: Form submitted
2. Send welcome email
3. Wait 1 day
4. Make introductory call
5. Wait 7 days
6. Send follow-up email

Building Orchestrations via MCP

In addition to the visual editor, orchestrations can be created and managed programmatically through KarmaFlow's built-in MCP server. This allows external AI agents (Claude Desktop, Cursor, Windsurf, or custom applications) to build workflows on your behalf.

The MCP server provides tools to:

• List, get, create, update, and delete orchestrations
• Toggle orchestrations on/off
• Validate step arrays before saving
• Browse the trigger catalog and reference data (agents, strategies, campaigns, lists)

Steps are provided as an ordered array of { type, name, config } objects. The server auto-generates step IDs and links steps in sequence — no need to manage the graph manually.

Step Configuration Quick Reference

Triggers (type: "trigger")

Name	Key Config Fields
Event trigger (name: "")	triggerKey — key from trigger catalog
simple-time	datetime (ISO 8601), timezone
recurring-schedule	frequency, time, timezone, daysOfWeek, dayOfMonth
call-end	voiceCampaign (ID), scopeToPlaceCall (bool)
chat-session-end	chatAgentId (ID)
agent-form-submission	formId (ID)
form-endpoint-submission	formEndpointId (ID)

Actions (type: "action")

Name	Key Config Fields
mail-agent	strategy (ID), includeLists ([IDs])
sms-agent	smsAgent (ID)
voice-agent	voiceCampaign (ID)
task-agent	taskAgentId (ID), taskInstructions
wait	durationMinutes, durationHours, durationSeconds
push-to-zapier-webhook	webhookUrl
send-transcript-to-webhook	webhookUrl
store-read	keys (array)
store-write	keys (array), mode ("merge" or "replace"), values
store-clear	keys (array)
collect-via-email	to, subject, body, parseMode ("ai", "csv", "raw")
for-each	sourceKey, itemKey, iterationMode, delaySeconds, steps
local-list	rows (array), columns (array), fileName

Branches (type: "branch")

Name	Key Config Fields
outcome-router	channel, sourceStepId, conditions: [{ triggerKey, label, steps }]
if-then-branch	conditions: [{ if, steps }]
ai-router	prompt, model, conditions: [{ id, label, description, steps }]

See MCP Servers for endpoint and authentication details.

Orchestration Dashboard

Each orchestration includes a dashboard showing:

• Execution timeline
• Contacts at each step
• Branch distribution
• Completion and drop-off rates